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100 Employees
When a company has fewer employees, it’s easier to carry out operations manually. If someone joins or leaves, the IT team creates the account and provisions access. It usually requires multiple email reminders, but it works until it doesn’t.
Apollo Information Systems reached that breaking point. While Apollo had the right tools in place, BambooHR for HR data and Azure AD for identity management, nothing was connecting them to automate the workflow.
New hires arrived on their first day to discover their accounts weren’t ready. Contractors and interns got the same access as full-time employees, as no policies were set to differentiate them automatically. And when people left, access removal depended on someone remembering to do it.
Founded in 2002, Apollo Information Systems serves enterprises, government agencies, and educational institutions across North America with customized security strategies that align with business objectives.
With over two decades of experience in cybersecurity and IT, Apollo delivers end-to-end services spanning strategic advisory, implementation, and ongoing security operations. Some of their specialties involve:
● Ransomware Protection
● Threat Intelligence
● Endpoint Detection & Response
● Security Leadership Services
● Technical Architecture Design and Deployment
● Operational Threat Assessment and Testing
● Managed Services
● Network Services, Switching, and Routing
● Email & Endpoint Security
● Penetration and Vulnerability Testing
● Managed Detection and Response
Apollo’s philosophy is rooted in a business-first mindset, designing customized solutions that reflect each client’s unique environment, priorities, and risk tolerance.
The manual workforce and identity lifecycle management were costing Apollo more than money:
Every onboarding required the IT team to create accounts in AD, add the user to the right distribution lists and security groups, assign correct licenses, and open a service request ticket to track it all. Although these were not so complex when done for one or two employees. However, when multiplied across new hires, role changes, returns from leaves, and terminations, it consumed hours each week that could have been spent on strategic tasks.
There was no pre-boarding process. That meant every new hire had to wait for resources and access until IT got through the related service ticket. This led to a poor “first-day” at work experience among new associates, which lowered employee retention rates.
Apollo Information Systems deals with a mix of employees, i.e., full-timers, contractors, and interns, which creates real security exposures. When all employees went through the same manual provisioning process, the chances of gaining unnecessary access also went up. Even the accounts of terminated employees sometimes stayed active longer than needed, as there was no automated offboarding trigger.
Apollo Information Systems implemented RoboMQ’s Hire2Retire. It’s a no-code workforce lifecycle management and lightweight IGA platform that connects BambooHR directly to Azure AD via API or SFTP.
With Hire2Retire, BambooHR became the single source of truth. The moment a new hire is added, a role changes, or an employee is terminated, Hire2Retire reads those events and executes the right actions. These actions include account creation, group membership, license assignment, and ITSM ticket generation, without manual effort.
But that’s not all, Hire2Retire also enabled:
The first thing the implementation addressed was Apollo’s employee access provisioning problem. Hire2Retire’s filtering rules allow completely different workflows based on employment type. Now, full-time staff get full provisioning access, contractors get access scoped to their agreement duration, and interns only get access needed for training.
For Apollo, overcoming the poor onboarding issue was a priority. Hire2Retire’s pre-boarding capability provisions accounts and access before the new hire’s start date. So, the HR team doesn’t have to go back and forth with the IT team for resources, accounts, and access when someone joins. And new hires can get productive without delays, making their ‘first day’ at work experience superior.
ITSM tickets for onboarding and offboarding events are now generated automatically. Even if Apollo wants to migrate from one service desk to another, Hire2Retire will update to match the requirement. There’s no need for re-implementation as the ITSM layer is just another configurable output of the same platform.
Apollo Information Systems has growth plans for headcount expansion and potential acquisitions, so Hire2Retire’s architecture will support that. New entities, org charts, and access rules can be layered into the platform over time.
The IT team at Apollo Information Systems is no longer the bottleneck between HR records and system access. Hire2Retire completes routine tasks, including provisioning, deprovisioning, access updates, group management, and ticket creation automatically, without any prompting.
This shift from a manual, tedious process to an automated, streamlined one freed the IT team from repetitive manual workload. Now the IT team can focus on strategic tasks like security policy, architecture decisions, and client projects.
A few benefits Apollo gained with Hire2Retire:
● BambooHR lifecycle events now automatically trigger Azure AD actions in near real-time
● New hires arrive on day 1 with accounts, groups, access, and licenses already in place
● Contractors and interns are provisioned based on their rulesets
● Offboarding is immediate, leading to no stale accounts or forgotten access
● Jira ITSM tickets are auto-generated for every lifecycle event
● Hire2Retire architecture will easily support the growth plan Apollo has without restructuring
Hire2Retire is RoboMQ’s pre-packaged workforce lifecycle management platform. It connects 20+ HR systems to identity providers, such as Azure AD, Entra ID, Okta, and Google Workspace. By doing so, Hire2Retire automates identity provisioning, role-based access control, group management, and ITSM integration across the entire employee lifecycle. Over 150 organizations globally use Hire2Retire to reduce onboarding time, eliminate manual access management, and build an identity infrastructure that grows with their business.
Ready to join the wave of companies automating their employee lifecycle management processes with Hire2Retire? Schedule a demo call with us today to see what Hire2Retire can do for your business.
RoboMQ is not affiliated, associated, authorized, endorsed by, or in any way officially connected with any of HR systems that it provides integration with and are mentioned in this case study. All product and company names are the registered trademarks of their original owners.
100 Employees
